Carlene Duplan

Office Manager | Executive Assistant | Aspiring Social Media Professional with interest in technology solutions | Interior Design Enthusiast @Mid Century Ventures

🗿 HR🧨 Consulting🧮 EducationRecruiterHR GeneralistAdministrative SpecialistSoft Skills TrainerAssociate

As Founder/CEO of Mid Century Ventures I have successfully managed office operations and provided executive assistance in various industries such as Construction, Software, and Plastics Manufacturing demonstrating exceptional organizational and communication skills. I have also shown a keen interest in technology solutions, constantly seeking ways to improve efficiency and productivity in the workplace. On top of my professional role, I am an aspiring social media and e-commerce professional, looking to harness the power of digital platforms for business growth. Additionally, I have a passion for interior design, which I have incorporated into creating a more inspiring and functional office environment.

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Work Background

FreelanceFreelance

May. 2024Las Vegas, Nevada, United States•Executive Support Management-Acting as the liaison between executives and Customer/Vendors. Scheduling various meetings, and coordinating light domestic travel. My expertise extends to appointment scheduling and calendar management, where I utilize calendar apps to organize meetings, set reminders, and prioritize tasks based on urgency and importance. This involves leaving buffer time between appointments to prevent overbooking. •Business Administration-Efficiently manage office operations. •Human Resources- Comprehensive recruitment services, including job description development, sourcing, talent acquisition, applicant screening, interview coordination, offer management, and onboarding. •Accounting-Maintain accurate records of financial transactions, track invoices, payments, and receipts. Stay on top of accounts payable and receivable to ensure smooth financial operations. •Virtual Reception

Springboard ManufacturingOffice Manager

Jan. 2013 - Apr. 2024Menlo Park, California, United States•Managing budgets: Creating a detailed budget plan that includes all income and expenses. Set realistic financial goals and track progress regularly. Look for ways to reduce costs without compromising quality. Use accounting software to help you manage your finances and generate reports. •Appointment scheduling and calendars: Use a calendar app to schedule appointments and meetings, set reminders, and sharing schedules with others. Prioritize tasks based on their urgency and importance. Leaving some buffer time between appointments to avoid overbooking. •Accounts management: Using accounting software to track invoices, payments, and receipts. Keeping accurate records of all financial transactions and reconcile accounts regularly. Staying on top of accounts payable and receivable to avoid cash flow problems. •Database management: Regularly maintain and update databases to ensure that they are functioning properly. Troubleshoot any issues that arise and generate reports to track performance. •Workflow processes: Streamline workflow processes to improve productivity and reduce errors. Look for bottlenecks and inefficiencies and implement changes to optimize processes. •Employee benefits processing: Ensure that employees understand the company's benefits program and help them to enroll and make changes to their coverage as needed. Keep accurate records of employee benefits and communicate any changes or updates to employees in a timely manner.

Los Altos Family ChiropracticPatient Coordinator/Receptionist

Feb. 2018 - May. 2020Los Altos, California, United States•Master calendar management: Scheduled appointments for patients based on optimal patient loads and clinician availability using the healthcare provider's preferred method, such as phone, email, or online scheduling system. Ensured that there is sufficient time for each appointment and leave some buffer time between appointments to account for unforeseen circumstances. Confirmed appointments with patients in advance and reminded them of their scheduled appointment time and date. •Patient confidentiality: Protected patients' rights by maintaining confidentiality of their medical, personal, and financial information. Followed the HIPAA guidelines and maintained appropriate documentation and records for patient care. •Handling calls: Answer multiple calls per shift to handle rescheduled, missed, and reassigned visit requests. Used a phone script or template to provide consistent and accurate information to patients. Listened carefully to patients' concerns and provided appropriate solutions or referrals.

Ajilon Professional StaffingReceptionist, Administrative Assisting & Accounting - Temp.

Aug. 2011 - Jan. 2012Foster City, Ca.•Employee benefits processing: Ensured that employees understood the company's benefits program and help them to enroll and make changes to their coverage as needed. Kept accurate records of employee benefits and communicated any changes or updates to employees in a timely manner. •Employee record-keeping: Maintain accurate and up-to-date employee records, including personal information, job history, and performance evaluations. Ensure that employee records are stored securely and comply with applicable laws and regulations. •Coaching new employees: Provided new employees with training in administrative procedures, company policies, and performance standards. Helped them to understand their job responsibilities and provide them with the resources and support they needed to succeed. •Reviewing and confirming timecards: Ensured that timecards are completed accurately with supervisors before inputting weekly employee time into ADP for processing and on time to prevent payroll issues.

Duplan Construction, IncAccounting/Human Resources

Jun. 2008 - Nov. 2010•Employee benefits and payroll: Ensured that employees understand the company's benefits program and help them enroll and make changes to their coverage as needed. Kept accurate records of employee benefits and processed payroll accurately and on time. •Accounts payable and receivables: Managed accounts payable and receivables to ensure that bills are paid on time and that the company receives payment for goods and services. Maintained accurate records of transactions and communicated with vendors and customers as needed. •Financial tracking: Worked with the owner and CPA to review corporate financials and track profits and losses. Analyzed financial data to identify trends and make recommendations for improvements. •Compliance: Ensured that the company was following all applicable laws and regulations related to Accounting and Human Resources. Maintained accurate and up-to-date records to demonstrate compliance in case of an audit.

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